Associate Director, Finance

The Role

Accountable to the Director, Finance the Associate Director, Finance is responsible to provide financial management expertise to Douglas College. Functional oversight includes financial reporting compliant to the prevailing accounting standards and regulations, management reports to support financial monitoring and decision making, internal controls, external audit, accounts payable and receivable, tax compliance, account analysis and monitoring of financial performance, treasury, ancillary services, capital reporting, Foundation reporting/accounting, and self-funded activities of The Training Group (TTG), Continuing Education (CE) and special projects. The Associate Director, Finance also supports the Director in meeting the fiduciary duties of the Board Audit, Finance and Investment Committee (AFIC). Responsibilities MAJOR RESPONSIBILITIES: Under the general direction of the Director of Finance, the Associate Director, Finance is accountable for:
Financial Reporting

Leads the timely and accurate preparation of accrual basis financial performance reports to the Ministry of Advanced Education and Skills Training (AEST). Prepares interim unaudited reports for College management and the Audit, Finance and Investment Committee. Prepares other financial reports as required by the Province of B.C., Canada Revenue Agency, and Statistics Canada. Ensures all reports are prepared in compliance with generally accepted accounting standards (GAAP), Public Sector Accounting Standards (PSAS) and other regulations applicable to B.C. public sector. Ensures understanding of the funding model for the College including grants, tuition, contract, and ancillary revenues. Accordingly, understands the related expense drivers. Proactively works in collaboration with the Associate Director, Budget and Planning to ensure understanding of budgets, budget assumptions, and the material performance of actual to budget results. Supports the Associate Director, Budget and Planning to ensure that budgets and forecasts are prepared in compliance with GAAP, PSAS and other accounting policies including the material incorporation of new accounting standards to be implemented in the upcoming budget year. Ensures that financial reports to College clients are compliant with the funding contract terms and conditions. Takes ownership of all external client financial reporting, providing oversight and ensures integrity in reporting.
Leadership and Administration

Leads and supervises managers and unionized support staff including recruitment and selection, training, performance planning, evaluating and disciplining where appropriate. Provides training, training opportunities and guidance to direct reports to enable them to perform their job duties and stay current in their position. Directs professional development and continuous improvement in each of their direct reports. Establishes clear performance expectations for each direct report to ensure the realization of the strategic and operational objectives. Ensures that direct reports are appropriately adhering to policies and procedures, and meet service excellence standards. Contributes to effective employee and labour relations by administering the collective agreement, representing management in the grievance process and consulting with Human Resources regarding collective agreement interpretation, as appropriate. Establishes annual performance goals in conjunction with the Director, Finance; reports on progress against those objectives semi-annually and annually; conducts a parallel performance management process with own direct reports. Establishes a high personal standard of performance by actively participating in relevant education seminars and training programs. Develops, implements, and uphold adherence to College’s financial management policy, procedures and processes to ensure accuracy and quality of financial information. Recommends improvements to address changes in the risk environment arising from changes to both internal and external environments. Ensures best practices in operating the accounting functions of the department. Develops and maintains key internal relationship to inform own work and ensure service excellence standards are provided to internal clients. Liaises and maintain positive relationships with external contacts including the College’s financial services provider, investment fund managers, and AEST contacts. Leads business projects and initiatives that affect the Associate Director, Finance’s scope of responsibility. Participates in the College’s strategic plan initiatives that relate to the Associate Director, Finance’s areas of responsibilities expertise and skills. Is a key participant in decisions involving ERP maintenance, upgrades, new module implementation, and future replacement projects. Also participates in needs identification, software evaluation, testing, and implementation. In absence of the Director, Finance, may assume the responsibility of Acting Director.
Reporting, Auditing and Financial Management

Ensure the accurate tracking, reporting and remittance of commodity and other tax as required by the government authorities. Identifies at risk jurisdictions and performs assessments. Reports to Director, Finance potential areas of compliance investigation. Performs financial analyses for College management by monitoring of the performance of cost and profit centers. Develops understanding of business objectives and drivers of contractual relationships. Ensures that business decisions are in alignment with College policies and objectives. Provides explanations and analyses as requested to the Director, Finance and VP Administrative Services and CFO to support their oversight responsibilities. Develops reports to meet objectives. Lead and coordinates the accounting team in the annual external financial and full time equivalent audits. Ensures that the audited reports are completed on time to meet internal and external timelines. Ensures that the College’s auditor receives high quality and responsive service. Ensures the College’s financial transactions comply with College’s Financial Management Policies and Procedures and Conflict of Interest Policy. Makes recommendations to the Director, Finance on policies procedures, and processes in support of position accountabilities. Monitors the treasury function and ensures the collection and accurate payment of College funds. Monitors the system of financial internal controls for this function to prevent phishing, cheque fraud, and other payment errors such as processes related to human error. Ensures all staff are aware of the system of controls, receive adequate training and cross training to minimize or eliminate the probability of payment errors. Ensure banking software, direct deposit, cheque signing, credit card systems are regularly monitored for integrity of controls. Ensures awareness of legislation and regulations related to position responsibilities and ensures College compliance.
Regulatory Compliance and Risk Management

Is well versed in the College’s Enterprise Risk Management framework and proactively identifies and plans to mitigate relevant risks. Participates in the College’s Risk Management Working Group. Is aware of legislation and regulations related to position responsibilities and ensures College compliance. Appropriately works with the sensitive and private information.
Data and Information Integrity

Leads the effective and efficient use of the College’s financial systems, which systematically and accurately records and reports financial transactions in accordance with legal and regulatory requirements. Oversees the management and tracking of complex financial data and data systems. Regularly reviews the system of internal controls with every change in the configuration of software systems both internal and external. Ensures departmental adherence to the organization-wide Records and Information Management System (RIM) initiative.
Other related duties

Plans, manages and undertakes special projects and other initiatives, as assigned. Actively models the Douglas College Core Competencies; Performs other related duties as required. To Be Successful in this Role You Will Need A relevant university degree from a recognized institution combined with a CPA designation, current and in good standing. MBA an asset. A minimum of seven (7) years of related experience at a mid to senior management level in a business or post-secondary educational setting or an equivalent combination of education, training and experience, including experience in supervision and administrative management. Experience working in a unionized environment. Demonstrated ability to supervise and lead including the ability to mentor and develop staff, train employees and organize and assign work. Demonstrated ability to interpret and apply policies and regulations. Demonstrated ability to model appropriate professional, ethical and collaborative behaviours consistent with the responsibilities of this position; Demonstrated knowledge and experience in the design, development, management and maintenance of data collection and accounting systems in a computerized environment. Demonstrated ability to identify, evaluate and integrate revenue, expense and enrolment information from throughout the College and determine the impact, current and future, on College financial and enrolment performance. Demonstrated ability to identify, evaluate and manage the risk (financial and performance) presented by current and future financial and enrolment performance. Strong technical abilities and financial systems experience, including Microsoft Office, and major ERP systems (Banner). Millennium FAST or other business intelligence reporting software would be an asset. Demonstrated ability to design and deliver training to administrators, faculty and staff involved in financial and enrolment activities. Demonstrated decision making capacity together with an ability to ensure effective decision making within a collegial environment. Excellent written, verbal and interpersonal communications skills together with proven experience in resolving conflict. Proven work experience in project management. Excellent analytical and problem-solving skills and the ability to identify and recommend creative solutions. Strong organizational and prioritizing skills and the ability to work well and make decisions under pressure and meet tight deadlines. Proven ability to exercise tact and diplomacy, confidentiality, and conflict resolution skills. Able to establish and maintain effective working relationships with all College personnel and the external community. Able to be a team player with excellent interpersonal skills. Demonstrated abilities that align with the Douglas College Core Competency Framework.

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